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Rivian and Volkswagen Group Technologies · 1 week ago

Executive Administrative Partner

Palo Alto, CA

Full-time

Onsite

Senior Level, Lead/Staff

$136K/yr - $170K/yr

8+ years exp

Rivian and Volkswagen Group Technologies is a joint venture focused on the future of automotive technology. They are seeking a high-impact, strategic Executive Administrative Partner to optimize the productivity of their Co-CEO and CTO, managing complex scheduling and communications while supporting the leadership team during a hyper-growth phase.

AutomotiveInformation TechnologySoftware

Responsibilities

Executive Office Governance: Manage a high-velocity calendar and communications, ruthlessly prioritizing commitments to ensure focus remains on the Co-CEO’s top strategic goals. This includes ensuring the executive is fully briefed and prepared with all necessary documents and context for every engagement

Chief of Staff Partnership: Provide administrative support to the Chief of Staff, helping to manage their schedule, projects, and communications. You are the "fail-safe" to ensure nothing falls through the cracks and that all actions are aligned with the Co-CEO/CTO’s priorities

Strategic Operations & Project Management: Lead and manage ad-hoc projects and initiatives as assigned by the Co-CEO or Chief of Staff. Maintain sophisticated tracking and digital organization systems to ensure all executive documentation, NDAs, and sensitive project information are organized and immediately accessible

Global Travel & Logistics: Orchestrate complex domestic and international travel itineraries, managing everything from visa processing to ground transportation. You move beyond booking by anticipating travel fatigue and optimizing schedules for maximum executive energy and performance

Event Orchestration: Plan and execute high-stakes meetings, off-sites, and company events. This includes managing the full lifecycle of the event - from agenda preparation and venue sourcing to logistics and budget management - ensuring every event reflects the high standards of the company

Stakeholder Relations & Culture Leadership: Act as a professional representative of the Co-CEO to internal and external stakeholders. Serve as a cultural anchor for the Executive Office, proactively fostering a high-performance, inclusive environment. You will bridge the gap between leadership and the broader team by curating meaningful office experiences, celebrating wins, and ensuring the company’s values are consistently modeled across the organization

Team Collaboration: Collaborate with the broader administrative team to ensure seamless global operations and support company-wide initiatives

Qualification

Executive ExperienceLogistical & Event OrchestrationStrategic CommunicationTool Proficiency & AI LeverageProactive OperatorGlobal AdaptabilityStakeholder Relations & CultureBachelor’s degreeConfidentiality & Discretion

Required

Bachelor's degree or equivalent professional experience

8+ years of experience supporting C-Level executives (CEO/Founder/President) within high-growth technology sectors or global enterprise environments

Possesses a deep drive to understand the business landscape and corporate goals, allowing you to act as a true extension of executive leadership and anticipate strategic needs before they are articulated

A high-agency, self-starting mindset with the ability to work independently, identify organizational gaps, and ruthlessly prioritize shifting tasks in a hypergrowth environment

Expert-level mastery of complex calendar engineering and global travel logistics, with the ability to plan and execute high-stakes executive off-sites, summits, and board meetings

Exceptional written and verbal communication skills, with the ability to mirror the CEO's voice and draft high-level correspondence for internal and external stakeholders

Unwavering integrity in handling sensitive Joint Venture information and the sophisticated judgment required to navigate complex, high-stakes matters

The professional maturity and flexibility to remain 'on' and responsive across multiple time zones, seamlessly navigating a global executive schedule

Strong interpersonal skills to build rapport across all levels, while maintaining a positive, solution-oriented attitude that serves as a cultural anchor for the executive office

Advanced mastery of Google Workspace and the active utilization of AI tools to scale efficiency in research, communication drafting, and workflow automation

Benefits

Robust medical/Rx, dental and vision insurance packages for full-time and part-time employees, their spouse or domestic partner, and children up to age 26.

Full Time Employee coverage is effective on the first day of employment.

Part-Time employee coverage is effective the first of the month following 90 days of employment.

Eligibility for an annual performance bonus

Eligibility for equity

Flex Time Off

Retirement savings plans

Medical, vision and dental coverage